PROCESS FOR REIMBURSEMENT
P3B Collective Bargaining Agreement

Tuition Reimbursement, Workshop, and Conference Fund, 
Professional License Fee Reimbursement and Travel Reimbursement 

GUIDELINES MUST BE FOLLOWED TO BE REIMBURSED

Tuition Reimbursement, Workshop, and Conference Fund, Professional License Fee Reimbursement, and Travel Reimbursement are benefits negotiated by CSEA.  Over the years, CSEA union members have fought for and achieved improvements to this important and valuable benefit - but it is still incumbent upon the individual member to take the steps necessary to ensure that their reimbursement is paid.

The Office of the State Comptroller handles the process of reimbursement for the State of Connecticut.  Your Agency TRO (Tuition Reimbursement Officer) and the Union play a role in the process, but OSC distributes the funds once all paperwork is submitted to them according to the guidelines.

This negotiated benefit is for reimbursement, not payment before the course or travel.  The timely submission of applications and paperwork is vital to obtaining reimbursement.  If applications and supporting documentation are not submitted in a timely way, OSC will not release funds.

Every Agency has its own Tuition Reimbursement Officer (TRO) who plays an important role in the process.  They are usually the first point of contact for members requesting reimbursement, and all applications and additional documentation need to be submitted directly to them to begin the process.  If you have any questions during the process, you can work directly with your TRO. 

• Travel Reimbursement Officers (PDF) (5/5/2023)
• Tuition Reimbursement Officers (PDF) (5/5/2023)

The key to this entire process is:  if you're going to a conference, taking a class, or working on a license, plan ahead.  Fill out the right form and get it to the right person well in advance of the projected conference, class, or licensure.

APPLICATIONS AND FORMS:

All applications (forms) can be found on the OSC website at:
https://www.osc.ct.gov/agencies/forms

OR, click on the hyperlinks below for the forms: 

PROCESS FOR PROFESSIONAL DEVELOPMENT

CO-112 Travel Authorization Request Application 

This process includes reimbursement for professional license fees, annual fees (?? check to make sure in P3B language) for professional organizations, online and in-person classes/seminars (not associated with a degree program), training materials and exam fees, and travel to seminars/courses.  It is important to note that the contractual professional development funds are for EMPLOYEE-IDENTIFIED trainings and professional licenses/certifications only.  

If your employing agency is REQUIRING you to attend a training or to obtain a license/certification, that should be paid through agency funds, not through union contract funds.  

TO IDENTIFY WHO TO SUBMIT YOUR TRAVEL APPLICATION TO (TRO OFFICER) CLICK HERE:

Travel Reimbursement Officer (PDF)

1. All requests for reimbursement must be on a CO-112, Travel Authorization form (TA form).  You can get this form from your TRO or at the links provided above. 

2. You will need to fill out the form and submit it to your TRO AT LEAST THREE WEEKS PRIOR to any travel or when your course begins.  If you do not apply before this timeline, you will be denied reimbursement.

3. Your application should have your manager/supervisor's approval on it when submitting it to your TRO.  If your manager/supervisor denies the TA, contact your union steward to see if it is a grievable situation.

4. Submit with the application all receipts for any expenditures made and a copy of the license or certificate and any course information available.

THINGS TO KNOW:

All applications must be submitted prior to any action/class/course.  If it is submitted after the travel or course, it will be denied by OSC. 
If you have any questions during the process, you should contact your TRO directly.

PROCESS FOR TUITION REIMBURSEMENT 
CO-101 and CO-17XP-PR

The process for tuition reimbursement is two parts: submit CO-101 AT LEAST TWO WEEKS BEFORE the class is to begin, then CO-17-XP-PR AFTER THE CLASS HAS CONCLUDED.  You will have to submit all forms to your TRO to finalize the tuition reimbursement process.

Employees who want to receive tuition reimbursement must have completed 6 months of service.  Employees who wish to take a course must obtain information on costs and course descriptions from an educational institution before submitting an application.  Courses should be taken at fully accredited colleges or universities.  If the institution is not accredited, approval from DAS is required. 

TO IDENTIFY WHO TO SUBMIT YOUR APPLICATION TO (TRO OFFICER) CLICK HERE: 
Tuition Reimbursement Officers (PDF)

BEFORE CLASS BEGINS.

1. You can find CO-101 online or request it from the TRO for your agency.

2. CO-101 must be submitted AT LEAST TWO WEEKS PRIOR to the start of the class.

3. Submit with the application to your TRO a course catalog description or brochure as well as a projected course schedule (or actual schedule if available) and an itemization of costs (a copy of fees listed in the educational institution's catalog is acceptable for this purpose).

AFTER THE COURSE IS OVER

1.  You can find CO-17XP-PR online or at the hyperlink above, or you can request it from the TRO for your agency.

2. CO-17XP-PR must be submitted to your TRO with supporting documentation including:

   1. transcript/grade report with student name and institution clearly stated

   2. Documentation from the institution showing the semester, course title, number of credits per course, your grade or certificate/indication that you successfully completed the course

   3. Proof of payment

3. Proof of payment includes an itemized receipt with the name of the student and institution verifying the amount paid to the educational institution for the course(s), registration fee, and any loan documentation (under specific circumstances).

GENERAL THINGS TO KNOW:

The TRO will not forward the application until it is complete and they should communicate with you if anything is missing.  If you have any questions during this process, you should contact your TRO directly.

Reimbursement is not guaranteed if deadlines are not met and documentation is not provided.  Reimbursement is not guaranteed even if the paperwork is approved and through the pre-class process.  This reimbursement is on a first-come, first-served basis.  

What can be reimbursed for a license: course fee, study materials, and test fee.
Courses from accredited institutions of higher learning will be eligible for this reimbursement, inclusive of long-distance learning courses. 

Reimbursement for external degree programs and courses at non-accredited schools is subject to prior approval by the Commissioner of Administrative Services or a designee.

The maximum reimbursement rate shall be 75% of the per credit rate for undergraduate and graduate courses at the University of Connecticut at Storrs, including fees.

Employees are eligible for reimbursement for (18) credits in each year of the contract.

**  It is always a good idea to keep copies for yourself. Scan everything into one pdf and submit it to your TRO via email.  That way you have a paper trail of times and dates of what was submitted and when it was submitted.  If they request inter-office mailing submittal, you should also send a digital copy stating they should be receiving the inter-office mail.  Keeping track is important.  **